Transcript PLC Solutions Drawing/Document Management Service

Drawing & Document
Management System
or DMS
Introduction to the System
and its Features
Introduction
Management
Searching
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Introduction
Introduction
Our Goal: To provide our clients with a simple user
friendly facility that will allow them to find, print and
maintain their documentation.
This is achieved in two main ways:
1. Removing the complications associated with
owning and maintaining a software package.
2. Providing a simple yet effective user friendly
alternative.
What you might have
 Documents stored electronically on a server, hard
drive, collection of CDs or emails.
 Paper copies of original documents e.g. A0 drawings
and plans, red line drawing mark-ups.
 Several revisions of files making it hard to keep track of
what is accurate and up to date.
 Many different people all needing access to the same
files e.g. planners, technicians and drafters.
 Little time to worry about such things!
What you need
 A central location to store all of the document types you
want managed and controlled.
 Easy access for your planners, technicians, drafters
and anyone else who needs it.
 Peace of mind knowing your files are up to date,
secure and regularly backed up.
 Tools and utilities to make managing your documents
simple.
What PLC Solutions can do for you
 Set up an online or onsite DMS. This system will track
revisions, record document history and also has the
ability for you to add comments or attachments to your
documents.
 Scan any paper copies to PDF format and manage
them in the system (up to A0 in colour).
 Electrical drawing creation or mark-ups.
 Keep the software updated, send you regular backups
of your files and provide phone or email support.
 On site training as required.
DMS Features Close Up
 Different user permissions.
 PDF versions of each file for easy
viewing and printing.
 Add new or revised files in either
single or bulk; or get us to do it!
 Export and import to the system in
excel friendly .csv format.
 Generate reports straight from the
system for uploads, downloads,
users or documents under change.
User
Basic Access
• Search for and download PDF
copies of files (no access to
original files).
Contributor
Upload
• User + access original files.
• Upload documents for a Manager
to approve.
• Export system data.
Manager
Approve
• Contributor + approve uploads.
• Edit or create users and their
permissions.
• Run reports.
Additional Features Available
 Maintain a list of Critical Equipment (confined spaces,
fire systems etc.) linking these to managed documents.
 Create Standard Jobs with inspection sheets and links
to managed documents that can be easily printed out
from the system.
 Manage Project Documentation with extra features
such as contractor access, issue tracking and in-depth
history for each document.
End of Introduction
Introduction
Management
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Searching
Searching
The facility to search for and use documents is one of
the most important for any document management
system. Therefore the PLC Solutions DMS is primarily
built around this purpose.
The system can be tailored to match each site’s unique
set up, meaning that different search methods will be
better for some users over others.
Before we have a look at the 3 searching methods we
will briefly look at some particulars with searching.
The Dashboard
The main page of the DMS where searches and
downloads occur. There will be differences on the
dashboard depending on your user level in the system.
Things to Know - Limits
There is a limit on the results you
will be shown after a search - to
ensure the webpage is not over
loaded with results. If you have
more results than the limit the box
to the right will be shown.
You can either refine the search or
increase your search limit.
Things to Know – Partial Searches
You can search on parts of a document number or
document key words in the system. For example:
Document Number: 123-45-789
Good Number Searches: 123 , 45-7 , 789
Bad Number Searches: 345 (missing -)
Document Keywords: CV101 Conveyor Single Line Drawing SLD
Good Keyword Searches: CV101 , 101 Con , CV SLD , Conveyor Single
Bad Keyword Searches: CV-101 (no -) , Con Singleline (needs space)
1. Document Number Searching
Every document in the DMS, whether it is a drawing,
manual or work procedure, is given a document
number. It could be a drawing number from a titleblock
or a site approved naming standard for manuals and
procedures.
You can search on this number.
2. Keyword Searching
Every document in the DMS can have up to 6 lines of
description; these descriptions are used for Keyword
Searches. They can include any information required,
and naturally the more information stored in the system
the more likely it is to be easily found.
These descriptions are easily edited by someone with
the right permissions.
3. Category and Filter Searching
Every document in the DMS must be given a Category
and Sub Category, and can be given up to 10 Filters.
By selecting any one of these drop down boxes the
rest will reduce their contents to items only matching
that filter. For example – select Plant Type Conveyor
and Tag Numbers limits itself to CV numbers.
Typical Categories and Filters
Categories:
CHPP Civil
Sub Categories: MCC or Tag Numbers
CHPP Electrical
Process Areas
CHPP Mechanical
Document Types
Raw Coal
Train Loading
Safety Documents
Site Services
Filters:
Document Type
Drawing Type
Plant Type
Project
Tag Number
Discipline
Manufacturer
Combination Searching
As you experience DMS searching you might start
using a combination of any of the 3 search methods:
Document Number: 123-45-789
Document Keywords: CV101 Conveyor Single Line Drawing SLD
First Select the Category CHPP Electrical
Then the Filter – Plant Type Conveyor
You could then select the Filter – Tag Number CV101
Or perhaps the Filter – Drawing Type Single Line
This sort of searching can be done in any order and can contain as much or as
little criteria as you need to find the document. If the information is well set up
simply selecting a tag number for example might get you where you need to be.
Listed Results
Once you have a successful search you will see results
listed like below. By clicking on the links on the right
side of the page you can download a single document,
either its original or a PDF copy (base users will only
have the PDF option). You can also use the tick boxes
on the left of the page to select multiple documents
and then use one of the tools on the bottom of the
dashboard (see next slide).
Downloading Tools
You can download multiple original or PDF documents,
create a PDF ‘book’ of them or mark selected as
‘Under Change’. You can also add documents to the
Cart from multiple searches and then use the same
tools and more on a larger amount of documents.
End of Searching
Introduction
Management
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Management
Management
Management on the DMS is comprised of 3 things:
•
Management of Files
•
Management of Data
•
Management of Users
A Base User on the system does not have access to
any of the management functions. A Contributor can
access some management functions but will often
need approval from a manager. A Manager can access
all of the management functions as well as reports.
File Management - Uploading
New Document
Add a single new document to the system. A quick way
to add a few documents to the system which allows
you to add all the information needed (view next slide).
Batch Import Wizard
Add batches of files. Can be new documents, updated
revisions or overwrites of existing documents.
Documents can be uploaded easily with minimal
information; to upload a batch of files with the same
level of information you need to provide a CSV file full
of information. PLC Solutions can show you how to do
this.
File Management – New Document
Select your Files
Select Approver and Categories
Select Descriptions and Filters
File Management - Tools
Number Generator
A tool to suggest document numbers available in the
system. You can then reserve those numbers for future
use. The number generator setup can be done by PLC
Solutions or a manager on your site.
Rename Documents
There are two rename tools to that can be used to
either rename a single document or use a csv script to
batch rename. Also if you are using the Critical
Equipment Register you can rename an item from
here.
File Management – Cart Management
A number of tools can be accessed by first adding
documents to the Cart and then selecting Cart
Management on the Dashboard.
Download or Email documents
Delete documents
Update Categories for documents
Data Management - Single
Add or change information on the spot by clicking on
the document number in the results list.
‘click’
Data Management - Batch
The utility to export metadata from the system is
available to both system contributors and managers.
Contributors only
have limited functions.
Managers have more
ability.
Metadata includes information such as Descriptions and Filters.
Once exported, it is edited external from the system using a
purpose-built Microsoft Excel spreadsheet. Only Managers may
upload the edited data back into the system.
User Management
Create or Edit Users by selecting Management Menu
on the dashboard.
‘click’
‘click’
End of Management
Thank you for your time looking
into the PLC Solutions DMS
Have a nice day☺